Please note: For agents based in Scotland, the tenancy renewal process does not apply to tenants who are subject to a Private Residential Tenancy agreement.
1. Tracking upcoming tenancy renewals
Go to Tenants > Tenancy dates
To view details of your current tenancies, click on Reset to current tenant dates
There are two different ways to track upcoming tenancy renewals on the Tenancy dates page, please find each option listed below for reference.
1.1 End of fixed term date column
Locate the End of fixed term column and click on the column header (See screenshot below).
The table will now be sorted chronologically by end of fixed term date and bring to the top those with dates in the past followed by those with dates in the near future.
1.2. Fixed term filter
The Fixed term dropdown (shown below) allows the tenancy data to be filtered based on the end of fixed term date.
Expand the dropdown menu and select the relevant filter option.
Only tenants that have a fixed term date within the selected filter range will be listed.
Should you want to export this data in excel format, click on the Export button which is located to the right-hand side of the Search field.
2. Contacting tenants
Once you have narrowed down the tenancies that are coming up for renewal, you will then wish to contact each tenant to check whether they wish to renew for another fixed term.
To contact the tenants by letter, we would recommend using the Correspondence > Template documents page. However, a renewal letter template will first need to be created and uploaded to your system. Guidance on how to create your own template document can be found here.
For our franchise clients, Central Office has created a number of tenancy renewal letter templates for their branches to use. The URL link and password to your franchise documents portal can be found in your onboarding guide.
3. Processing a tenancy renewal
If the tenant has decided to move onto a periodic tenancy rather than renewing for another fixed term, please see part 4 for further information.
If the tenant has agreed to another fixed term, please follow the steps listed below to create the renewal document:
Go to Tenants > Create tenancy.
Select the property address you wish to renew the tenancy for.
Select the relevant tenancy renewal template.
Ensure the renewing tenants are ticked within the Select column.
In the Status column, please ensure each renewing tenant has a status of In residence - renewing.
Enter the date of renewal - this is the date in which the renewal contract is to start.
Check the rent amount and payment frequency.
Ensure the deposit is the correct amount.
Use the Pro-rata section if this tenancy is a first of the month collection or if the tenants have to make an upfront payment.
Set the lease length - if these default lease options are not suitable, specify the new end of fixed term date using the Enter alternative date field.
Ensure the Renewal of existing tenancy agreement checkbox is ticked.
Click Create tenant documents or Create documents and email.
Note, the original date of entry for the property will remain as is but the end of fixed term date for each tenant will be updated.
4. Periodic tenancies
If a tenant decides to move onto a periodic tenancy, their tenant status will need to be updated to reflect this:
Go to Tenants > View tenants
Locate the tenant you wish to update
In the Status column, expand the dropdown and select In residence - periodic
Video tutorial